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Project Management Software
Process Focus: Closing
After
initiating the project and planning it, one begins to work on the
project. The execution is important, and so is the monitoring and
controlling. But after the project manager has made sure that the end
results match the project objectives, after he or she has worked to
solve problems and used project management software to track results,
the final output of the project is presented to superiors and sponsors.
And this process group and its activities are known as closing. Closing
is a great learning tool that can help project managers and team
members alike learn to improve their skills for the next project.
Closing consists of these main parts: formal acceptance by the sponsor,
final reports and evaluations for the record, follow up plan, and
debriefing.
Formal acceptance by the sponsor.
This is a very important part of the closing process group. The
acceptance by the sponsor indicates that the final output is of a
desired quality, and that most, if not all, of the project objectives
were met. An enthusiastic or appreciative acceptance indicates a
project that ended in rousing success. Formal acceptance means that it
is given in writing, so that the project manager has a record that the
sponsor did in fact consider the project successful.
Final reports and evaluations.
Final reports and evaluations can often be compiled with the help of
project management software. These are the final looks at what happened
over the course of the project. The project manager should prepare,
possibly with the help of her or his project team, an end report that
specifies the final result and how it was reached. The end evaluations
should be a faithful record of what was done right and what could have
been done better. Evaluations of team member contributions should also
be included with the final reports and evaluations.
Follow up plan.
Many projects require follow up. A plan should be made to assist in
this, and the necessary resources allocated to properly follow up. If
there is a work hand off involved, arrangements for a smooth transfer
are also part of the closing project management process group.
Debriefing.
This is a very important aspect of the entire project process. If the
project manager would like assistance in creating charts and tables, or
getting the statistical information to make a debriefing presentation,
he or she can turn to a the project management software used throughout
the project. This puts everything into empirical form that is easy to
see. The debriefing should involve a discussion with the team members,
the project management, and the sponsors. Other stakeholders may also
be involved. The discussion should include making an expanded lessons
learned list to add to what was already made during the monitoring and
controlling stage. Additionally, it should include a discussion on what
could have been done to help the project go smoother or have a better
end result.
Article by Remedysoft, Inc.
All Rights Reserved .The closing portion of a project is important
because it provides insight. It is a great opportunity for receiving
closure on the project, learning, and a way to formally congratulate
those who made the project a success.
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